Managing Billing and Payments

Everything about money lives in Settings → Billing.

Who can see it: anyone whose role has read access to Billing — in practice Super Admin and Admin.

Who can change it: the account owner, and only the owner. Plan, billing cycle, seat limit, pause, cancel — all of it. The app says so plainly on the screen: "Only the account owner can change this." Other Super Admins see the same numbers and the same invoices; the buttons simply aren't there for them.

The five tabs

Tab	What's on it
Subscription	Your plan, your seats, what each seat costs, and every action that changes them
Upcoming Invoice	What Stripe will charge you next, before it charges it
Billing History	Every invoice already issued
Export Credits	Your prepaid Xactimate (ESX) export balance
Capture Credits	Your prepaid FIELD Lite capture balance

The Subscription tab

Your subscription — the plan and cycle you actually contracted, with a status chip: Active, Setup pending, or Free trial — N days left. If you haven't bought anything yet it says so rather than guessing. The button is Change plan (or Choose plan if there's nothing yet).

What you are paying for — the part worth reading. It breaks the bill down by seat type instead of showing one lump sum:

2 × Office             $24/mo  ·  $48
3 × Field              $39/mo  ·  $117
1 × Pro · SCOPE        $79/mo  ·  $79
─────────────────────────────────────
Total                            $244/mo

Office and Field seats cost the same on every plan, so only Pro seats carry a tier. This is the seat model on screen — see plan comparison for the full rate card.

Seat limit — how many people you're allowed to have. Raising it is what lets you send another invitation; it's also what raises the bill.

Add-ons — visible, and marked Coming soon. The toggles are disabled. Nothing in that drawer bills you today. The two things you can buy on top of your plan are Export Credits and Capture Credits, each on its own tab. See add-ons.

Invoices

Billing History lists every invoice with its date, description, amount and status. The View action opens the invoice hosted by Stripe, where you can print or save it.

Upcoming Invoice shows the next charge before it happens — useful after a seat change or a plan change, when you want to see the proration before it lands on a card.

Payment methods

Card details are handled entirely by Stripe, in Stripe's own hosted portal. Estimatics never sees or stores your card number.

To get there, use Manage Subscription on the billing banner. From the Stripe portal you can add a card, replace one, change the default, and update the billing address that prints on the invoice.

There is no card list inside Estimatics, and no "retry payment" button — updating the card in the portal is what resolves a failed charge.

The company address in Settings → Account Settings is your company profile — it feeds the report cover, not the invoice. The invoice address is the one Stripe holds.

Monthly and annual

Annual billing runs about 25% below the monthly rate on every seat type — an Estimator seat on SCOPE is $79 monthly and $59 annual, a Field Inspector seat $39 and $29, an Office seat $24 and $18.

Switching follows the same rule as a plan change:

Monthly → annual applies immediately, prorated.
Annual → monthly is scheduled for the end of your current term.

A scheduled change shows in a Changes scheduled banner with its effective date, and can be cancelled before it lands.

Full detail in changing your plan.

Pausing

Pausing is real and it's the first thing the app offers you if you head for the cancel button. Settings → Billing → Subscription, then start the cancellation flow: Pause subscription is offered before anything is cancelled.

While paused, Stripe stops collecting and the account changes shape:

	Paused
Sign in and open the app	✓
View existing jobs, media and reports	✓
Create a new job	—
Use any AI feature	—
Export	—

Your data stays exactly where it is. Resume puts everything back.

A past-due account behaves the same way, for the same reason: read what you have, add nothing new, until the payment clears.

Cancelling

Settings → Billing → Subscription → cancel. The flow is three screens: alternatives first (pause, downgrade, or talk to us), then a reason, then confirmation.

Cancellation always takes effect at the end of the period you already paid for. There is no immediate cancellation and no prorated refund — you keep what you bought until it runs out. A Cancellation scheduled banner appears, and it can be reversed at any point before the date.

What cancellation actually does when it lands: access ends. A cancelled account cannot open the app — not read-only, not view-only. If you want to keep working with your files, download what you need before the date on the banner, or pause instead of cancelling.

Reactivating restores access.

Closing the account is a different thing

Cancelling stops the billing. Closing the account deletes it, and lives in Settings → Account Settings, not in Billing.

Closing schedules the account for permanent deletion after a 7-day grace period. Within those 7 days it can be reversed. After them it cannot — the data is gone.

Don't confuse the two. Cancelling is reversible. Closing, after a week, is not.

Frequently asked questions

Can I pause instead of cancelling? Yes. It's the first option the cancellation flow offers, and it keeps your data.

I'm a Super Admin but I can't change the plan. Only the account owner can. Billing is readable by your role and writable by exactly one person. Ownership can be transferred in Settings → Account Settings.

My payment failed — what happens? The account moves to past-due: you can still sign in and read your jobs, but you can't create, export, or use AI. Update the card through Manage Subscription and access restores when the charge clears.

Where do I download an invoice? Billing History → View. It opens the Stripe-hosted invoice.

I was charged incorrectly. Email support@aiestimatics.com with the invoice number and what's wrong.

Is my card information secure? Card data goes to Stripe and stays with Stripe. Estimatics never stores a card number or CVV.

Can I get a W-9 or a vendor setup form? Email support@aiestimatics.com.

Changing your plan

Upgrades apply now, downgrades at period end, and what each move actually buys.

Plan comparison

What FIELD, SCOPE and CERTIFY include, and what each seat costs.

Add-ons

Export credits and capture credits — the two things you can actually buy on top.

User roles explained

Which role gets which seat, and who the owner is.

Last updated: September 2026 · Questions? Email support@aiestimatics.com